Rotary Grants Management Seminar 2015 February

District Grants Management Seminar Page 1
Grants Management Seminar
District 7730
Innovative Ways to Transform Lives

Five Concepts of Rotary Grants
to Change Lives
• Compassion
• Passion
• Story
• Friendships
• Team

Six Grant Areas of Focus
Water Disease
and Maternal & Prevention
Sanitation Child Health & Treatment

Goodwill Basic Education
and Peace and Literacy
Economic &
Community
Development
Six Grant Areas of Focus

First Easy Steps on all Grants
• One sentence title for grant
• Write one-paragraph overview use in email
• Write one-page summary
• Find a picture that “tells the story”
• Use District Grants Team to:
– Ask for help at idea stage to final report
– Get “Fast Start” package
– Achieve goal to transform the world

$198,809
50% SHARE 50%
District Designated Funds TRF World Fund
$99,404* $99,404
D7730 District Designated Funds 2015-2016
Annual Fund Gifts in 2012-2013
*Can go up due to earnings from endowed fund share.

$198,809
50% SHARE 50%
District Designated Funds TRF World Fund
$99,404 $99,404
45%** 10% 5% 40%
$44,702 $9,702 $5,000 $40,000
District Polio Paul Global Match from TRF
Grants Plus Harris Grants
**(Includes contingency of $9,910.)
Matches
100% of District $
50% of Club $
D7730 District Designated Funds 2015-2016
Annual Fund Gifts in 2012-2013

Rotary Foundation is
best charity in world
• Rotarians are the secret
• We make sure the money is well spent
on local and international projects
• Our overhead costs are low
• Rotary invests funds for 3 years
• Strong reputation
• Trust and goodwill are earned

D7730 Foundation Team
Audit Committee
William Page
Bevin Wall
Jeannette Woodruff
Foundation
Advocates
Steve Hellersperk
Glenn Spradling
Beth Steelman
Gene Allen
Ike Eisenbarth
Steve Paes
Nancy Barbee
Polio Plus
Bill Walker
DG Dave Baggett
DRFC
Lee Dixon
District Grants
Dale Smith
Global Grants
Nancy Barbee
Scholarships
Magda Baggett
VTT/GSE
John Scibal
Treasurer
Will Rogers
Annual Giving
John Mohr
Major Gifts
Permanent Fund
Johnny Robertson
Paul Harris Society
Mark Lynch
Club Presidents and Club Foundation
Chairs

District Grants
Doing Good in our Hometowns

• Budget is $34,791
• In 2015-2016 District Grants fund:
 Local projects
 International projects
 Paul Harris Society grants
 Contingency projects
District Grants

District 7730 Grant Award tied
to Club Per Capita Giving
Per Capita Giving
$ 25 - $ 49
$ 50 - $ 99
$100 - $200
Over $200
District Grant Match
$ 750
$1,000
$2,000
$2,500

Paul Harris Society Grant
• Encourages club to promote $1,000 gift to
Rotary Foundation by club member
• Need 1 new Paul Harris Society member
• $500 grant from District 7730
• No match required from club
• Goal is to give out 10 grants this year
• Can be used for any purpose

Current District 7730 Projects
• Economic development – job training for
incoming jobs and mentoring
• Disease Prevention – hospice, pediatric play
equipment at hospital, football helmets,
veteran fly fishing, wastewater education
• Hunger – food pantries, school “back pack”
programs and planting beds

Current District 7730 Projects
• Education & Literacy – reading programs for
kids & adults, Puerto Rico class rehabs, 4-way
test signs, dictionaries, media center, youth
exchange allowance and reading room books
• Community development – aquarium, paint,
soccer goals, landscaping, woodworking shop,
town park, Boy Scouts, furniture, walking trails
and poverty education
• Environment – Pelican rescue

District Grants Next Year
• Apply at rotary7730.org. Sign into Dacdb
and select grants
• Rough draft due by PETS Training
• Deadline is June 1, 2015
• Want all clubs to apply
• Easy online two-page application form
• Goal to receive funds by August 2015

• Civic organizations
• Churches & other faith based groups
• Rotary Clubs that are close to home
• Interest groups such as “Friends of River”
• Hands-on youth and adults in 20’s & 30’s
• City and County government
• Parks & Recreation department
• Use district grant as recruiting tool
Key Partners on a District Grant

Designing District Grant
• Develop project name, start & end dates
• Create budget
• Describe project (300 words or less)
• Describe benefit to the community
• Describe the publicity plan
• Who are partners/cooperating
organizations?

Research District Project Idea
• Ask District Grants team for feedback
• Find subject matter expert on playgrounds
• Contact several playground salespeople
• Visit playgrounds and learn what kids like
• What are the unknown costs?
• Does our club like this kind of project?
• Does it have a hands-on component?

Potential Playground
Sale Price $ 9,488 Regular Price
Reg Price $15,938 $16,700

Develop Grant Budget
$2,500 – District Match
$2,500 – Club match
$10,000 – Discounts, free labor & donations
$8,000 – Lions Club matching grant
$2,000 – Parks & Recreation Department
$4,000 – Church & private contributions
$28,000 – Value for Playground Built

Start Early & Take Photos
• Start project with club match as soon as
district grant is approved with club funds
• Take photos of project and post them on:
– Club website, Email, Facebook & Twitter
– District and club newsletters
– Local newspaper and TV
– Don’t forget to include them on final report!
• Get the final report done quickly

Get District Project Done!
• District can’t get next grant (‘15-’16) without
closing grant from this year (‘14-’15)
• Your Rotary Club can’t apply for next year’s
grant without final report done
• Scan or photograph and keep receipts
• Final report due two months after completion
• Need to finish project in 10 to 12 months

Did you remember the sign?
Biggest reason for growth around world…

Questions?

Online District Grant
Management
Instructions to use
www.rotary7730.org

Entering a Draft Grant
• The preparer of the grant must be a level 3 or higher to see the Grants tab. If the club member is not a level 3,
please change them to a level 3 to work on the grant
• Two club members need to sign off on the grant before it is submitted for approval. The club must be Grant
Certified. Both members must be a level 3 to access the grants tab. Again if the member is not a level 3
change them to a level 3 to work on the grant
• Log into the District Database
• Click on the Grant’s tab
• Click on the Club Grants

• Change Org Year if it does not display the correct Rotary Year
• Once the correct year is selected, click on New Grant
Request – Club’s Click Here to Create Grant

• There are three pages to complete on the New Grant Request,
– Details
– Contacts
– Application
• Details
– This page contains general information about the grant. Simply complete each field. Nothing
can be left blank. Give a brief description regarding the project. If there is more than one club
involved in the project, you will move those clubs over to the right side of the page
– IMPORTANT: The Title of the Grant is limited to 30 characters including spaces. The Country
is limited to 50 characters including spaces. The City is limited to 50 characters including
spaces.

• Contacts
– This is a list of the individuals in your club who are working on the grant and are responsible for collecting
receipts, money, closure etc.. Simply move the names from the left to the right side. Two names are
required. These individuals will also be the club signers of the grant.
• Application
– This is the application page. Each section must be completed and the
two boxes at the bottom need to be checked. Please make as detailed
as possible. The project objectives will automatically appear on the final
report so be very careful when entering this information and make it as
thorough as possible.

Accepting terms & guidelines
• Check the two boxes on the bottom of the application
• Click on Save—your draft is now saved
• You will now see a new menu bar on the top

• A complete budget is required. This can be in any format, Excel, Word, or
PDF. The budget should include a list of the expenditures and any funds you will be receiving from other sources.
Include the name of the source and the amount you will be receiving. The expenditures should include an
itemized list of materials, quotes, anything that will back up your total budget entered on the details page. You can
then go back into the grant, select edit, select the document tab, click on add file or folder, use the browse to
select the file from your computer and save. Once your grant is approved, you will actually enter the funding you
receive along with all the expenses on the budget tab.
• From the menu click on the Documents tab.
• You can add documents by clicking on upload file or add a folder and then upload files in that folder
• Browse your computer for the file and click on add

Saving a Draft Grant
• At this point, SAVE your grant. You can
never save too often!
• If you are unhappy with the grant, go back to the grant,
put a check mark in the box next to the grant and select
the delete button and start all over again.
• If you are happy with the grant, now you collect the club
signatures and submit the grant for approval.

Signing & Submitting a Grant
• You and the members of your club are satisfied with the grant and you are now ready to submit it for approval.
• Once again, each club needs to have two signatures. The two individuals who prepared the grant will also be the
signers of the grant.
• Signer one will click on edit grant (the pencil)
• He/she will click on Club: Collect Club Signatures
• The following message will appear
• Then he/she will click OK. Then click on Club: Collect Club Signatures again. A new box will appear that says
“Sign Grant”

• Once they sign the grant the status bar will change to Club:Sign Grant Application. You can revert to draft at this
time if necessary and start all over again.:
• The second signer is now ready to sign the grant. They will not follow the same steps as above. Edit the grant,
click on Club:Sign Grant Application. The club signature box will appear again, but this time they will see the first
signer’s name and date on the box, then they will click on Sign.
•
• The second signer will now submit the grant for approval
• The status of your grant will now say “Submitted Grant for District Approval”

• The District will now review the grant. You can no longer make any
edits to the application. However, you can add additional
documents to the grant and add information to the expense tab.
You can also “revert back to draft” if you need to start all over.
• If the District requires more information you will receive a note from
the District Grant Chair. The grant will be changed back to a draft if
additional information is needed. You can then add the additional
information and resign the grant.
• If you need technical assistance, contact Lin Kelly at
lin@linkelly.com or by cell at 910-393-7154

District Grant Handouts
• Report of district grants for current year
• Online grant application
• Past district grants are online at
www.rotary7730.org grants
• Questions?

District Grant Final Report
Using www.rotary7730.org
Dacdb grants tab

Completing the Final Report
• Go to the District Database
• Click on the Grants Tab
• Click on Club Grants

• Click on the edit button (pencil) of the grant you
wish to complete
• First, click on the budget tab and make sure all
of your expenses and income amounts match
the amounts you will submit to the District.

• Scan photos of the project, all receipts and
copies of any checks you may have received
and save them as jpg files and upload them to
the documents file. THIS IS MANDATORY. If
you need help with this contact Lin Kelly

• Click on the Final Report Report Tab
• Our District will only use the Final Report

• Complete items 2, 4, 5 and 6. Items 1 and 3 are
filled in automatically. You cannot leave any of
this information blank.
• Your photos and receipts will automatically
appear under the photo and receipt section if
you saved them under the documents as a jpg
file. If you need help with this please contact Lin
Kelly

• The Final Report must be completed by one of
the two individuals in the club who prepared the
grant request.
• When you are finished with the final report, click
on the “Save Final Report” to save your work.
• The two individuals who signed the grant
request will need to sign the “Final Report”.

• After you save the final report you are ready to
sign it. The first Club Signer will click on the edit
button, go to the Final Report and click on “Club
- Collect Final Signatures”
• Then click on “Club: Sign Final Report”

• A new box will appear, click on sign grant

• The second signer of the grant will now go to the
database and click on the pencil to edit the
grant. They will click on the “Club: Sign Final
Report” button
• The sign grant box will appear, they click on
“Sign Grant”

• The second signer will then click on “Submit
Final Report”
• The status of your grant will now be changed to
“Submitted final Report for District Approval”

• The 3 person audit committee will review
the final report. If the report is approved,
the District Governor and Foundation
Chair will close the grant and submit your
reimbursement check to your club.

Questions?

Global Grants
Doing Good in the World

• Minimum project budget is $30,000.
• Partner with other clubs in other districts
• Must align with our six areas of focus
• Need long-term impact of project
• Grant managed by Rotary Foundation
• International in scope
• Partner with multiple civic organizations
Global Grants are BIGGER!

• Rewarding and Challenging
• First way to get involved is to give money
• Next way is to volunteer to help with global
grant project from another club
• Requires teamwork from multiple clubs
• Grants team has a “Fast Start” Package
Global Grants

• We no longer want to give
something with no value
• The community leaders
need to take lead with
ideas, time and money
• The community needs to
be able to say “We did it!”
not just Rotary did it.
Charity versus Empowerment

Key Terms for Grants
• Host Partner Overseas Rotary Club
• International Partner Lead US Rotary Club
• Primary Contact Grant project leader
• Supplier/Contractor Business selling goods/services
• Project Budget Costs to get it done
• Project Financing Source of funding for budget
• Cooperating Organization Government/charitable groups
• Terms & Conditions Requirements for grant
• Authorizations Approvals needed for grant

 Takes time to build friendships and goodwill
with host Rotarians
 It is their hometown and home country
 Know the needs of their community like we
do in America
 It is a requirement of Rotary Foundation to
have partnership between two Rotary Clubs
 Americans don’t have all of the answers
Host Partner Rotary Club
Has Good Ideas!

Grants Designed Jointly to
Fund Win-Win Projects
• Needs to be win-win project designed
jointly with the host club
• Respond to real needs identified locally
• Designed so the community can help itself
• Active Rotary Involvement & Partnerships
• Good communication is key

Assess Long-term Needs
• Talk to Everyone. Get ideas and buy-in
across community leaders
• Trust local knowledge & ways of working
• Choose a project that is based on the
community’s need over the long-term
• Assess your club’s resources and
availability and its potential partners to
meet the need

Community Assessment is Key
• Don’t skip this step
• Some information such as population can
be found from formal sources
• Short surveys can be used to ask
questions to strengthen grant
• Make asset inventory & map community
• Meet community and county leaders
• Understand seasonal impact to project

Community Assessment Tools
• Asset inventory
• Survey
• Community mapping
• Daily activities schedule
• Seasonal calendar
• Community café
• Focus group and panel discussion
• See Rotary 605c Rotary assessment info

Asset Inventory for Water Project
• Where are existing wells and boreholes?
• Do people fetch water from river or pond?
• How many people need to drink water?
• Can community fund repair?
• Is there a committee to maintain wells?
• Is community willing to lead the effort?
• Who are leaders in village and district level
who can lead effort?

 Funding Clubs in our area or district
 Funding Clubs & Districts around world
 Rotary Foundation country coordinator
 Partner with US and international Rotarians
with expertise and knowledge
 Governmental organizations
 Charitable organizations
 Churches and other faith based groups
Key Partners in Global Grant

Project Planning
Form at least a six-person grant team
Assign roles
 Determine primary contacts
Set measurable and sustainable goals
Create a budget
Create an implementation plan
Identify cooperating organization to help

Teamwork is Essential
Key roles on Global Grant Project
 Project Lead
 Grant Writer or Rotary Primary Contact
 Grant Champion
 Guru
 Treasurer
 Liaison
 Reporter (PR & social media)
 Volunteer Coordinator

Global Grant Funding
1. Contributions from Various Clubs $ 8,600
2. District Match ($1:$1) $ 8,600
3. Rotary Foundation Match
 Match of Club Funds ($.50:$1) $ 4,300
 Match of District Funds ($1:$1) $ 8,600
Total Funding $ 30,100

Increasing Productivity
• Use “Fast Start” Tools in Dropbox
• Write grant application using Word template
• Develop budget in Excel template
• Read sample documents for inspiration
• Get all team members to use Dropbox to
• Increase collaboration and productivity
• Reduces duplication of effort
• Biggest benefit with larger teams

Managing the Global Grant
• Make sure money is well spent
• Do what was promised
• Help the beneficiaries to achieve their goal
• Fulfill “team” objectives
• Build friendships
• Keep talking to team
• Keep your word

Being a good steward
Stewardship is the responsible management
and oversight of grant funds, including:
• Rotarian supervision of project
• Following standard business practices
• Report financial problems to Rotary Foundation
• Implementing projects as approved
• Financial records review
• Timely submission of reports

Handling the Contributions
• Get pledges for projects initially
• Send funds to Foundation quickly
• Give credit to actual donors and groups
• Rotary Foundation Transmittal Form can be
found under Reports in DACDB
• Credit card payments to grants can be
made https://www.rotary.org/myrotary under
Give to Foundation Approved Project

Your Financial Commitments
• Don’t give money to governmental or other
non-profits organizations to manage
• Host & US clubs must work together
• Be good steward of grant funds
• Avoid for conflict of interest
• Be able to look donors in the eye at the end
• It is joint responsibility to help the most
people with the best use of the grant funds

Principles of Sustainability
 Local funding keeps going after grant
money is spent
 Long term benefit from grant is key
 Economic, cultural, social & resources
 Optimal use of local resources
 Impact as many people as possible
 Training is valued to sustain efforts
 Use input and skills of other groups

72
Don’t Forget Training
• Training has become one of the most
important aspects of approving a grant
• Need to include funding for training
• Need training plan, schedule and sample
training material
• Look for partners to do training
• Skip training and may lose grant approval

Applying for Global Grants
• First Step is to use Word & Excel
Templates
• Get feedback from Grants Team
• Next step is to submit grant application
through Rotary member access
• Must involve two or more Rotary Clubs
• District must confirm club is qualified

Global Grant Website
• Hard to find online
• Use grants.rotary.org in browser
• Enter email address and password
• Click on Global Grant on left side of page
• Use the online training to get familiar with
global grants
• Be patient

Global Grant Reports Content
• How both Rotary Clubs were involved
• Type of activity: humanitarian project,
scholar, vocational training team
• Evaluation of project goals and how funds
met the goals of the area(s) of focus
• How funds were spent
• Number of beneficiaries and how they
benefited

Giving to Rotary Foundation
• Encourage Rotarians to give every year
• 1st Goal: Sustainer – give $100 per year
• 2nd Goal: Paul Harris Fellow – $1,000
• 3rd Goal: Paul Harris Sustainer $1,000/year
• Give to PolioPlus
• Give to Annual Fund – Share
• Send contributions at least every quarter
• Best charity in world because of Rotarians

Online Global Grant
Management
Instructions to use
Grants.rotary.org

Handouts
Look for the Dropbox web site for our handouts.
1. Club Memorandum of Understanding
2. Today’s PowerPoint on district web site.
3. Application for District Grant Grant
Management Manual
Thank You for All You do for Rotary and the World!

Rotary Grants Management Seminar 2015 February

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Rotary Grants Management Seminar 2015 February